2. CONFIDENTIALITY TRAINING FOR CALLOWAY COUNTY SCHOOLS VOLUNTEERS SCHOOL YEAR 2015-16

3.  If violations are found, federal funds may be withheld  Parents may proceed in a private civil action against the school district seeking redress for violations  It’s the right thing to do! IMPORTANCE OF CONFIDENTIALITY

4.  Confidentiality  Protecting all personally identifiable data, information and records used or maintained by the Calloway County School District about a student  Applicable to both discussions about a student and the student’s record DEFINITIONS

5.  Disclosure  Permitting access to, the release, transfer, and other communication of educational records of a child or youth  This includes disclosure made:  orally  in writing  by any other means, including electronic transfer of information DEFINITIONS

6.  Personally Identifiable  Data or information that include any of the following:  name or address of child/youth, parent, or other family member  personally identifiable number such a Social Security number (You may use SSID number.)  list of personal characteristics/traits or other information which make identification easy DEFINITIONS

7.  Parental consent is needed to disclose records to individuals or agencies  School officials must have  a written, signed and dated consent to release personally identifiable information from educational records INFORMED CONSENT

8.  CCSD may disclose personally identifiable information without parental consent  when the request is for directory information  in an emergency situation when it is necessary to protect the health and safety of a child/youth or other individuals DISCLOSURE

9.  Confidentiality must be ensured at all stages of dealing with records  collection, storage, disclosure, and destruction  An official from the local school district must be responsible for ensuring the confidentiality of special education records SAFEGUARDS

10.  All staff who have access to educational records must receive training regarding policies and procedures related to confidentiality  Calloway County Schools must maintain, and update each year, a current listing of employees who may have access to personally identifiable information SAFEGUARDS

11.  Calloway County School District must…  ensure computer files containing educational records are secure  act in a responsible manner when sending and receiving faxes containing confidential information SAFEGUARDS

12.  Parents of students with disabilities must be notified at least one year prior to a youth’s 18th birthday  that parental rights will transfer to the youth at age 18  unless the district is provided with evidence that proves the parent is the guardian or youth's representative in educational matters RIGHTS OF THE CHILD OR YOUTH

13.  The CCSD does not disclose educational records of a youth over 18 to parents without  the youth’s written consent  a court order, or  evidence that the parent has custodial authority over the student RIGHTS OF THE CHILD OR YOUTH

14. HEAR, SPEAK, SEE NO CONFIDENTIAL INFORMATION

15. TO SPEAK OR NOT TO SPEAK Personally Identifiable Information Includes More Than Written Documentation Verbal Information E-mails Faculty/Staff Lounges Unsecured memos/ notes/etc. Stray comments Gossip Pictures Facebook/Social Media

16.  When discussing a student with a colleague, four W’s should be applied to your conversation :  Who?  What?  Where?  Why? PROFESSIONAL SHARING

17.  Who  Who is listening to your conversation?  If you are discussing a student with a colleague who has a legitimate educational interest in an appropriate location, confidentiality has not been violated.  If others are listening and they do not have a legitimate educational interest, you are violating confidentiality. WHO?

18.  What  What is being discussed?  If personally identifiable information is being discussed, it must be f or a legitimate educational purpose with someone who has a legitimate educational interest. WHAT?

19.  Where  Where is the conversation taking place?  Any discussion should take place in private and not in a public place where other staff members without a legitimate educational interest or where students could overhear. WHERE?

20.  Why  Why is the conversation occurring?  The conversation should have a legitimate educational interest.  If the discussion involves sharing rumors, opinions, or hearsay, the speech has moved from professional to gossip. WHY?